Creating an Alphabetical Filing System That Keeps You Sane
Posted by admin | Filed under Alphabetical Filing Tips
Using an alphabetical filling system is the best way to stay organized and find important documents–electronic or paper.
An effective organizational system has one primary focus: Fast Retrieval! That is the only reason why you need to spend time getting organized. If you can find everything you need when you need it, then read no further.
If you often have to use the search feature in Windows or go through stacks of paper, this website is for you. Keep reading…
This website will help you implement a simple and manageable alphabetical filing system that you help you put your finger on what you need, when you need it.
Using an Alphabetical Filing System to Organize Your Computer Files
When you think about setting up a filing sytem, don’t overlook your computer files. If your desktop looks like this, I can help you.
If you don’t create folders for your files, this system will amaze you.
Depending on where you’re starting, you may be able to omit the first step.
1. If you have a cluttered desktop, first make a folder on your desktop named “file” and move all of the files into this folder. Then, move that folder into your “My Documents” folder.
2. In your “My Documents” folder, create a folder for each letter of the alphabet. It should look something like this.
3. Take a look at all of your files and think about what categories you can use to group them. Think broad at this stage. Here’s an example of what this might look like:
Create folders for each category and place them into the corresponding alphabetical file folder you created earlier.
4. Begin going through all of the files in your “My Documents” folder and moving them into the appropriate folder. This may take some time so you might want to do a little at a time or a little each day.
Keep in mind that as you use files and create new files, the category that you originally created may need to change. That is okay. The most important thing is to use names and labels that you use to describe the groups and categories every day.
You can always rename a folder and move it.
Organizing isn’t a one time shot. It’s rarely something you do once and never have to touch it again. It’s something that evolves over time and changes to suit your needs.
So don’t put pressure on yourself to create a perfect alphabetical filing system. Just by establishing the system, you’ll feel better and be ablet o find what you’re looking for quickly.
Creating an Alphabetical Filing System for Your Paper
Stacks of paper can be unnerving and make you feel scattered, unfocused and overwhelmed. Using an alphabetical filing system can create orderi n your office that will make you more productive…immediately!
The steps to setting up this system are similar to the steps to organize your computer.
But before I get into the steps, make sure you have the right tools.
For any paper filing system, you need hanging file folders. I prefer to use the ugly green ones to keep it simple. No color coding for me.
You also need to make sure you have the clear plastic tabs to hold the labels.
Finally, you need manilla folders.
Sorting – The Most Important Step
Before we set up the physical system, you must first sort your paper. You may need to clear an area on a large desk, or even the floor.
1. Put all of the paper into one pile
2. Get a few sheets of paper and a marker so that you can make pile labels for your groups as you create them.
3. Go through the pile and put like papers together. For example, all papers related to a specific project should be in one pile. Write “The Project Name” on your blank sheet of paper from step #2 and place it on top of the pile. It might look something like this:
4. Once you’ve sorted all of your paper, you have a good idea of what categories your paper falls into.
5. Put each set of papers in a manila folder and label it.
Now you can set up your alphabetical filing system.
5. Make hanging file folder labels (you can also purchase these) for all letters of the alphabet. Place the labels in the tabs and attach them to the hanging file folder in the far left slot.
6. Put each manila folder in a hanging file folder and create a label for it. Place that label in next set of slots.
Your final product will look something like this:
Final Notes:
Naming Files So You Don’t Have to Sort by Date
Posted by admin | Filed under Alphabetical Filing Tips
I learned this trick in a book for administrative assistants years ago and have used it religiously ever since.
Within my alphabetical filing system on my computer, I have a folder (in the C folder) for “Correspondence.” This folder keeps most of my documents that I created for other people.
This is the way I always name these files and others that may not be correspondence per se (reports, notes, etc.):
Date To – Brief Subject
It looks like this: 09.05.09 T. Ernest – Summary of Test Results
The key is to type the date first using this format. Not 090509 or Sept0509 or any other variation. The reason is this: you want to be able to identify the correct document at a glance. The periods help you do this. Using words for months will throw the alphabetical listing off. By typing the date this way first, your files will always be in alphabetical order.
I always tell people, “You don’t want to have to open the file in order to figure out what it is.” The entire point of an organizational system or filing system is to be able to quickly retrieve what you need. The alphabetical filing system is the foundation for this. This naming structure takes it a step further. Hope this helps!
Easy Summary of Creating an Alphabetical Filing System
Posted by admin | Filed under Alphabetical Filing Tips
I just posted this on Scribd and wanted to share it with you as well. Print this and take it to the office or even share it with friends and colleagues who may need a little help setting up a workable alphabetical filing system for their computer files.
Alphabetical Filing – Electronic Files
How Creating and Alphabetical Filing System Increased My Productivity
Posted by admin | Filed under Alphabetical Filing Success Stories
I once had a filing system based solely on categories. Although this made sense to me (grouping like items together is a cardinal rule of organization), I became frustrated at the time it took me to locate items. I’m a believer in all things quick, efficient and effective and that extra time became a thorn in my side.
It occurred to me that since I used an alphabetical filing system for other types of information, that it could probably streamline my filing and make it easier to find information. As I prepared my labels and began removing information from my old system, I realized that I needed additional files…and once my new system was in place, it took a lot less time to figure out where to place new projects and research. I am constantly researching various subjects and instead of stuffing yet another file behind “Research,” I placed it in its proper place within the alphabetical filing system.
Why I hadn’t realized the simplicity of this system sooner is beyond me. I’m just happy that I sat still and quiet long enough to realize it and took the time to make new labels and files. It was well worth every minute.
I know…you may be thinking, “I don’t have time to set up a new filing system!”
Well, let me say once again…it’s well worth the initial time investment and you will inevitably find that you’ll save time in the long run. You’ll be able to nip the stacking habit in the bud because filing will be so quick and easy.
You’ll be able to quickly put your finger on what you need, when you need it. That alone will relax you and excite you if it’s a new experience.
The alphabetical filing system is one step of the journey to getting organized. It won’t solve all of your problems and organizational challenges. However, if you can find what you need…when you need it…you’ll feel more in control and empowered to make other changes that will improve your efficiency and effectiveness at work and at home.
